Preparing Print-Ready Files

Complexity Level: Basic to Advanced

Overview

This page helps you prepare and submit print-ready files in Springboard using VersaDoc™.

A print-ready file is a file prepared for professional printing. Customers can enter their own data into these documents. You can use the Print-Ready Files area in Springboard to request new items, request edits to existing items, and download finished order files.

Words used on this page

• Dashboard: The first screen after you sign in. It is your starting point.
• Menu: The list of choices you click to move around Springboard.
• VersaDoc™: Firespring's variable publishing system. It lets customers enter data into pre-built templates.
• Proof: A preview copy you review before final printing.
• Preview: A live look at what the printed piece will look like.
• CMYK: A print color format made from four inks.
• Pantone: A print color system used for exact color matching.

When to Use This Feature

Use this section if you need to:

• Prepare files before requesting a new print item.
• Request a new print-ready item.
• Request an edit to an existing item.
• Process and download new print-ready order files.
• Reprocess past orders.

Gathering Files Before Requesting a New Item

Use this task to make sure you have everything ready before you submit a new request.

1. Check your colors.

   • Use CMYK or Pantone colors for printing.

2. Package your files.

   • Native files: Layout files, such as InDesign or Illustrator.
   • Images: Include any linked images.
   • Fonts: Include PC-compatible fonts, preferably TrueType or OpenType.

3. Include sample PDFs.

   • Include one sample with maximum fields filled in.
   • Include one sample with minimum fields filled in.

4. Determine if your printer needs any of the following.

   • Crops: Small guide marks for trimming.
   • Bleeds: Color that extends past the edge so no white shows after trimming.
   • Multi-up sheets: Several copies printed on one sheet.
   • Imposition: How pages are arranged for printing and folding.

5. Include additional details.

   • Add notes that will help build your item.

Requesting a New Print-Ready Item

Use this task when you want to submit a brand-new item for setup. VersaDoc™ item requests must be submitted through the VersaDoc™ New Item Request Form. Files submitted by email are not accepted.

1. In the left-hand menu, click Online Tools, then click Print-Ready Files.

   Print-Ready Files are not available

   If you do not see Print-Ready Files in Springboard, you may need a service upgrade or updated permissions. Ask your organization's Primary Administrator to update your access, or contact Firespring Support.

2. Click the green Request New Item button in the top-left corner.

   

3. Fill out the General details section.

   • Your name: This auto-fills from your Springboard profile. Update if needed.
   • Your email: This auto-fills from your Springboard profile. Update if needed.
   • VersaDoc project title: Enter a short, descriptive title.
   • Catalog: Choose a catalog from the dropdown.
   • Add notes and special instructions.

4. Fill out Multi-up page info if needed.

   • Paper size: Choose a paper size. Select Custom if needed.
   • Arrangement: Enter the number of rows and columns.
   • Horizontal gutter: Enter in inches.
   • Vertical gutter: Enter in inches.
   • Add crop marks: Toggle to Yes if needed.
   • Add shells: Toggle to Yes if needed.
   • Document flow/justification: Enter your preferred setting.

5. Update Order form & document fields.

   • Click Add Form Content and choose a Field Type.
   • Fill out required details and click Save & Close.
   • Repeat as needed.

6. Enter any Additional comments & instructions.

7. Click the gray Upload Files button and choose your files.

   Native file design

   To create your VersaDoc™ item accurately, upload a native design file (InDesign, Illustrator, and similar files) packaged with live inks and fonts. Quark files are not supported. Standard turnaround time is 3 to 5 business days after all required files are received.

8. Double-check all information.

9. Read the VersaDoc™ font policy and check the agreement box.

10. Click Submit Request.

    

Requesting an Edit to an Existing Item

Use this task when you need to update a print-ready item that already exists in Springboard.

1. In the left-hand menu, click Online Tools, then click Print-Ready Files.

2. Locate the item you want to update.

3. Click the dropdown next to the item, then click Request Edit.

   

4. Fill out Edit request details.

   • Your name: Update if needed.
   • Your email: Update if needed.
   • Comments & instructions: Enter clear details about requested changes.
   • Files: Click Upload Files if you need to include new files.

5. Read the VersaDoc™ Font Requirements and check the agreement box.

6. Click Submit Request.

Processing and Downloading Print-Ready Files

Use this task when you see new orders for a print-ready item or need to download a previously processed order.

1. In the left-hand menu, click Online Tools, then click Print-Ready Files.

2. Locate the document you want to process.

   • Documents with orders ready to process usually show a green icon.

3. Click the gray Process button next to the item.

   

4. Update Process request details as needed.

   • Output: Choose from the dropdown.
   • Process order tag: Enter if needed.
   • Include custom upload images: Toggle to Yes if needed.

5. In Items for processing, review the dropdown.

   • It usually defaults to New items.

   Viewing all items

   To see both new and archived items, use the dropdown in Items for processing and choose All Items.

6. Select the checkbox next to each order you want to download.

7. Click Process Selected Items.

8. Wait for the file download to begin.

Reprocessing Past Orders

Use this task when you need to download a previous order again.

1. In the left-hand menu, click Online Tools, then click Print-Ready Files.

2. Locate the document you want to process.

3. Click the gray Process button next to the item.

4. In Items for processing, use the dropdown to choose All Items or Processed.

   

5. Select the checkbox next to each order you want to download.

6. Click Process Selected Items.

7. Wait for the file download to begin.

Understanding Same-Screen Preview (Customer View)

Use this section to guide customers who order print-ready items from your website.

1. The customer adds the item to their cart.

2. The customer clicks Add Item(s) to Cart and lands on a page with form fields and a preview.

   

3. The customer fills in required fields and uploads required images.

4. The customer clicks Update Preview to view a generated preview with their information.

5. The customer makes edits as needed and clicks Update Preview again.

6. When satisfied, the customer clicks Add to Cart.

Tips & Helpful Guidance

• Use clear file names so teammates can find items quickly.
• Save confirmation messages in case you need follow-up information.
• If you are unsure about crops or bleeds, ask a print services manager.
• Contact VersaDoc™ Support if you need help.

Troubleshooting

Problem: You cannot find the item you need to process

Solution:

1. Use the search box on the Print-Ready Files list.
2. Change the dropdown to All Items or Processed if the item was already processed.
3. Check with your Primary Administrator to confirm whether the item name changed.

Problem: Your file download does not start automatically

Solution:

1. Check browser settings to confirm downloads are allowed.
2. Check your browser downloads list to see whether it already finished.
3. Try processing one order at a time.

Problem: You do not see Print-Ready Files in Online Tools

Solution:

1. Ask your Primary Administrator to review your permissions.
2. Contact Firespring Support if your organization needs a service-level upgrade.

Problem: Your upload fails on the request form

Solution:

1. Check your internet connection.
2. Check file size. If the ZIP file is larger than 2 GB, upload in smaller batches.
3. Contact VersaDoc™ Support if the problem continues.

Summary

Preparing print-ready files is easiest when you follow a consistent routine: gather the right files, submit through the request form, and process orders from the Print-Ready Files list.

Related Resources

• Managing Print Services
• Connecting with Print Production Systems
• Managing Print Orders
• Reviewing and Approving Print Proofs
• Managing Your Website Content
• For Print Services Managers